JioMeet
Enhancing Virtual Collaboration: Designing an Integrated Meeting Recording Feature for Better Knowledge Retention and User Engagement
Application software is available on the Play Store, App Store, and on the official website.
Enhancing JioMeet: A Seamless Meeting Recording Feature for Better Collaboration and User Retention
My Role and Project Timeline
As the UI/UX Designer, I defined project goals, conducted user research, performed UX audits, and designed an intuitive recording feature to improve accessibility and usability.
JioMeet, a leading video conferencing platform, faced a major user experience challenge: meeting recordings were sent as generic email links without titles, participant details, or purpose. This lack of context frustrated users and made it difficult to locate and use past recordings, ultimately impacting user satisfaction and market competitiveness.
Tools
Team
Platforms
Apurva Patil (UI/UX Designer)
Thuli Chishi (UX Team Lead)
Ashwini Deshpande (Senior UI Consultant)
Aishwary K. (Mentor)
Rutuja Tare (UX Researcher)
Getting to Know JioMeet
What is JioMeet, and what does it offer?
JioMeet is a comprehensive HD video conferencing platform that supports seamless communication and content sharing across devices. Designed for enterprises, it’s a CPaaS (Communication Platform as a Service) solution that enables businesses to integrate video, voice, and messaging into their workflows for enhanced team collaboration and efficient communication.
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Founded in: 2020
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Active Users: 15 million+
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Supported Participants per Meeting: Up to 1,000
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Cross-Platform Compatibility: Mobile, Desktop, VC-enabled devices
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Core Features: Video Conferencing, Screen Sharing, Recording, Messaging
Problem Statement
How can we design a seamless meeting recording experience for JioMeet that enhances accessibility and streamlines the user journey, empowering users to retain and share key information easily?
Design Process
Who am I designing for?
Designed for 3 types of users ->
Where Did We Start?
Understanding User Challenges with Meeting Recordings
Research Approach
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Conducted 12 in-depth interviews with office workers, educators, and JioMeet users to gather user insights and identify pain points.
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Utilized Affinity Mapping to organize findings from interviews and highlight recurring issues.
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Created User Journey Maps to visualize the current recording experience and identify areas for improvement.
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Held UX Workshops and Brainstorming Sessions with stakeholders to ideate solutions and prioritize features.
Key Findings
What did I find?
Discovering key usability issues and user frustrations through in-depth interviews, heuristic evaluation, and observational study
But first, let's take a look at our existing user flow
Reframing the user flow
Accessing Past Recordings
To address the user flow challenge, I designed the "Outside Meeting User Flow" diagram to map key touchpoints, ensuring users could easily access and manage recorded sessions without host dependency.
This diagram guided the creation of low-fidelity prototypes, which were iteratively refined into high-fidelity designs based on continuous feedback until a seamless, user-friendly solution was achieved.
Low Fidelitys and Iterations
We conducted three usability testing sessions and refined the designs through iterative feedback from users, product managers, and testers.
Final Solution
The upgraded JioMeet recording feature delivers more than just video storage. It supports students, corporate professionals, and teachers by offering:
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Organized Access: Easily locate, stream, or download recordings with clear titles, timestamps, and participant details.
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Enhanced Context: Key information helps users quickly review and retain crucial content.
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Streamlined Experience: Simplified navigation boosts productivity and collaboration, allowing users to focus on learning, working, and teaching effectively.
This redesign enhances confidence and efficiency, empowering users to stay organized and succeed in their daily tasks.
Solutions for a Seamless Recording Experience
Organized Recording Details for Easy Identification
Added meeting titles, timestamps, and participant names to each recording, enabling users to quickly identify relevant meetings without confusion.
Why: This enhancement reduced the time users spent searching through recordings, providing clear context for each file.
During usability testing, users found it much easier to navigate their recordings, with one user stating, “Now I can find the exact meeting I need without guessing. It’s a huge time-saver!”
This feedback confirmed the feature’s success in addressing organizational challenges.
Image: Upcoming Meeting Page
Enhanced Access for All Participants
Enabled all attendees to access recordings directly, eliminating reliance on the meeting host to share links.
Why: This update empowered teams to collaborate seamlessly, as every participant could review recordings at their convenience.
Testing sessions showed that users felt more independent and in control of their resources. A corporate user noted, “I don’t have to wait for my manager to send the recording link anymore—it’s always available.”
This feedback demonstrated increased efficiency and satisfaction with the new access permissions.
Clear Download and Streaming Options
Introduced file size indicators for recordings to help users decide whether to download or stream, based on their storage and network capacity.
Why: By adding file size information, we reduced user hesitation and improved their control over storage management.
In tests, users reported that this clarity allowed them to make decisions more confidently. One college student shared, “I know exactly what I’m getting into before downloading—no more worries about running out of space!”
This adjustment helped ensure a smoother, less frustrating experience for users with limited device storage.
Image: Past Meeting Page
Centralized Archive for Efficient Retrieval
Implemented a centralized, searchable archive that organizes recordings by date, topic, and participant, making retrieval fast and efficient.
Why: This feature allowed users to manage and locate files with ease, eliminating the need to sift through scattered emails.
Testing showed that users found the archive intuitive and time-saving. A teacher mentioned, “The new archive system lets me find my class recordings instantly. It’s made my workflow much more streamlined.”
This solution significantly improved productivity and was especially well-received by users handling multiple recordings regularly.
In addition to addressing the core challenges, we identified a key user need for a "Save in Chat" feature, which we successfully implemented to enhance usability.
In developing the chat interface, I categorized meetings into three types to tailor the user experience:
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Scheduled Meetings: Pre-arranged sessions with a defined start and end time.
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One-on-One Meetings: Personal discussions between two participants, designed for check-ins or specific topics.
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Ad-Hoc Meetings: Spontaneous, on-the-fly meetings without prior scheduling.
Desktop Design Screens
Recording is available in chat for easy access.
Multiple Recordings are available in chat for easy access.
Mobile Screens
The chat interface's card design offers a user-centric solution for managing meeting recordings. Notifications are seamlessly integrated to inform users of the recording's start and end without disrupting the chat flow. Each card includes essential features—such as a play button, recording duration, and file size—designed with intuitive touch interactions in mind. This structure prioritizes ease of use and efficiency, reducing cognitive load by embedding recording management directly into the chat. The design reflects a deep understanding of UI/UX principles, enhancing the overall user experience.
Let’s Deep Dive into the Process
Implementing agile methods for continuous improvement
To redesign the JioMeet recording feature effectively, I adopted an agile methodology, enabling iterative feedback and enhancement throughout the project’s lifecycle.
Results and Impact:
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Implemented UI improvements across Desktop, Mobile, and WebRTC platforms on Windows, iOS, and Android, ensuring a consistent experience across devices and operating systems.
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Enhanced usability and visual appeal, which led to a 70% increase in sales and significantly boosted user satisfaction.
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Streamlined the process by allowing users to access and manage recordings directly within the app, removing the need for email-based links and improving overall efficiency.
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Addressed key pain points such as file size visibility, access control, and providing clear recording context, which made the app more competitive and helped increase user retention.
Challenges and Lessons Learned:
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Ensuring the design worked seamlessly across multiple devices and operating systems.
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Overcoming technical hurdles through close collaboration between design and development teams.
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Reinforcing the importance of forward-thinking design to prevent future issues and streamline the process.
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Recognizing the value of clear communication and alignment with stakeholders.
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Utilizing regular feedback loops to stay on track and deliver a user-centered solution that met both business and user needs.
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